ERIC ED046409: Texas State Library Centralized Processing Center. Manual.

DOCUMENT RESUME

ED 046 409

LI 002 424

TITLE

INSTITUTION
PUB DATE
NOTE

Texas State Library Centralized Processing Center.
Manual.

Texas State Library, Austin.

66

57p.

EDRS PRICE
DESCRIPTORS

IDENTIFIERS

EDRS Price MF-J0.65 HC-S3.29

Administration, Centralization, Instruction,
^Library Cooperation, Library Networks, ^Library
Services, ^Library Technical Processes, Manuals,
Policy, *State Libraries

^Centralized Processing Center, CPC, Texas

ABSTRACT

This manual of the Centralized Processing Center
(CPC) was published in 1966 by the Texas State Library as an
introduction to, and explanation of, its services. The CPC is defined
as a service center which receives requests for material from member
libraries, then orders, receives, classifies, catalogs, prepares
catalog and shelf list cards, and further prepares the material for
use by its members. The manual discussed the following in detail: (1)

procedural instructions to members, (2) policies of the Center and
(3) procedures used at the Center for ordering, cataloging, receiving
and shipping documents. Appendices include: I. Membership Contract
and Questionnaire sent to prospective members: II. Forms and Formats;
III. Directory of Members and IV. Procedural Flow Charts. (SG)

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U.S. DEPARTMENT OF HEALTH. EDUCATION
& WELFARE
OFFICE OF EDUCATION
THIS OOCUMENT HAS BEEN REPROOUCEO
EXACTLY AS RECEIVEO FROM THE PERSON OR
ORGANIZATION originating it. point* OF
VIEW OR OPINIONS STATEO DO NOT NECES-
SARILY REPRESENT OFFICIAL OFFICE OF EDU-
CATION POSITION OR POLICY.

^ MANUAL

L-TEXAS STATE LIBRARY
CENTRALIZED PROCESSING CENTER,
4o8 West 15th Street
Austin, Texas, 7^70 I

John B. Corbin, Director
Technical Services Division
and the Center

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TABLE OF CONTENTS

PART I. ADMINISTRATION

A. Definition 1

B. Administration . . 1

C. Services * 2

D. Participation 2

E. Financing 5

F. Philosophy 6

PART II. INSTRUCTIONS TO MEMBERS

A. Selection of titles

B. Ordering

C. Shipping

D. Cancellations

E. Returns and complaints . . .

F. Records and statistics . . .

G. Miscellaneous

PART III. POLICIES OF THE CENTER

A. Ordering 16

3. Classification 16

C. Cataloging IS

D. Subject headings *. 21

E. Cross references 21

F. Mechanical preparation . ...21

PART IV. PROCEDURES AT THE CENTER

A. Ordering 27

B. Precataloging and preliminary; preparation 29

C . Receiving i 30

D. Cataloging and classification 31

E. Mechanical preparation 31

F. Shipping and invoicing 33

APPENDIX I. CONTRACT AND QUESTIONNAIRE ..34

APPENDIX II. FORMS AND FORMATS 38

APPENDIX III. DIRECTORY OF MEMBERS 43

APPENDIX IV. FLOW CHARTS ,,.45

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I. ADMINISTRATION

A. DEFINITION

"A centralized processing center is a single agency which
processes materials for a wider group of libraries.”* The Centralized
Processing Center of the Texas State Library is a service center which
receives requests for material from member libraries, then orders,
receives, classifies, catalogs, prepares catalog and shelf list cards,
and further prepares the material for use by its members. The material
is shipped to the member libraries ready for circulation except for
property stamping and adding copy and/or accession numbers.

B. ADMINISTRATION

The Center will be administered through the Technical Services
Division of the Texas State Library. The Director of Technical Services
wi I I serve as the director of the Center, unti I the time when a separate
director can be hired.

In order to get the Center into operation, the initial policies
and routines have been devised by fhecstaff of the Center, giirtied by
a questionnaire sent to eleven prospective members and by the experience
of the staff and other processing centers. It is hoped that an advisory
board can be established as soon as the Center is operating well.

Evelyn Day Mu I
Processi ng Center (n.p.

I en , Guiide I i nes for Estab I i shi nq a Centra I i zed
1 958 ^ p. z * 3 )

I. ADMINISTRATION

C. SERVICES

Servi ces i nc luded . — Servi ces of the Center will i nc lude:

(I) ordering, (2) receiving, (3) classification, (4) cataloging,

(5) mechanical preparation, and (6) providing of catalog and shelf
list cards. Mechanical preparation will include (I) book pockets
pasted in books, (2) book cards in pockets, (3) date-due cards in
pockets, (4) call numbers lettered on spines, and (5) plastic jackets
placed on all books except prebinds, some reference books, selected
publishers library bindings, and those books without dust jackets.

Part III of this manual outlines the policies of the Center
i n more detai I *

S ervices not i nc luded . --Servi ces of the Center will not include
(I) property stamping of books purchased from local funds and (2) placing
of copy numbers or accession numbers in books. All books purchased from
LSCA Title I funds will have the Texas State Library property stamp
applied in two places in all books (see Part II, Section G of this
manua I )

The Center wi II handle material purchased through the Center only.
A library cannot purchase its books and forward them to the Center for
processing. Gift books cannot be forwarded to the Center for processing.

For additional information on the services and policies of the
Center, see Parts II and III of this manual,

D. PARTICIPATION

In order to administer the Library Services and Construction Act,
Title I, funds, allotted to Texas, the libraries of Texas have been
divided into three groups:

2

I. OMINI STRATI ON

1. Group I: Metropolitan libraries (population 200,000 or more)

2. Group II: Urban libraries (population 10,000 to i‘99,000)

3. Group III: Rural libraries (population 10,000 or less)

Libraries in each group may be allotted money under Title I of the act
to be used for the purchase of books.

Due to the number, various sizes, and degrees of adequacy and
needs of the libraries in Texas, the services offered by the Center to
each group wi I I vary under the current program.

Group I . --The only service offered to libraries in Group I wi I I
be centralized ordering. Libraries in this group with money allotted
under the LSCA must order all books purchased with these funds through
the Center, but fHrfer books will be shipped to the individual libraries
for processing locally.

Three main reasons have influenced this decision: (I) most

metropolitan libraries are set up to handle their own technical services
work adequately, (2) a primary aim of this Center is to benefit the
medium to small-sized libraries - those who can profit most from the
centralized services, and (3) the complete processing of fft'e allocations
of several metropolitan libraries would flood the Center and reduce its
potential for serving the medium to small -si zed libraries. This does
not mean, however, that the Center would not like to process completely
the material of a I I member libraries regardless of size th the future;
it means simply that in the initial experimental stages of the Center,
most large, established libraries probably can do a better job than the
Center. The probable trend will be to encourage, morally and financially,

3

I. ADMINISTRATION

the establishment of other centers over the State to serve different
geographic areas*

The only requirement for a 1 i brary in Group I to obtain the
ordering services of the Center is for it to be participating in the
LSCA Title I program with the Texas State Library.

Group II . --Li brar i es in this group with money allotted under
the LSCA must order ail books purchased with these funds through the
Center, but the books can either be shipped to the individual libraries
for processing locally or to the Texas State Library for process ng
by the Center. Either all books must be processed locally or a 1 1 books
must be processed by the Center.

The only requirement for a library in Group II to obtain the
ordering services of the Center is for it to be participating in the
LSCA Title I program with the Texas State Library. If a I i brary in this
group desires that its books be processed completely by fhe^Center,
two additional requirements must be met:

1. The I i brary must agree to accept the policies of processing
developed by the Center (see Part III of this Manual)

2, The library must sign an agreement of participation in the
Center (see Appendix I of this manual)

When all requirements have been met, a I i brary becomes a member of the

Center and is entitled to all rights and privileges thereof.

In addition, for libraries In Group II, the Center will order
and process books purchased from local funds if the particular library
agrees to accept the policies of processing developed by the Center
(see Part III of this manual). This service is optional.

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I. ADMINISTRATION

Group III . — Libraries in this group with money allotted under
the LSCA must order all books purchased with these funds through the
Center and have them processed by the Center.

A I i brary in Group III must meet three requirements before it
can participate in the Center:

1. It must be participating in the LSCA program of Title I with
the Texas State Library

2. 1+ must agree to accept the policies of processing developed
by the Center (see Part III of this manual)

3. It must sign an agreement of participation in the Center
(see Appendix I of this manual)

When all requirements have been met, a library becomes a member of the
Center and is entitled to a I I rights and privileges thereof.

In addition, for libraries in Group III, the Center will order
and process books purchased from local book funds if the particular
library agrees to accept ine policies of processing developed by the
Center (see Part III of this manual). This service is optional.

E. FINANCING

The Center is a pilot project financed through the federal Library
Services and Construction Act.

Deductions from allottments under Title I of this act to member
libraries will be the actual costs of the books at the lowest possible
discount prices. Services of the Center will be free to these libraries
as long as they are participating in the LSCA program of Title I with
the Texas State Library.

At a later date, either if the LSCA funds cease or when the
Center is established and on a self-supporting basis, the charges to

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I. ADMINISTRATION

member libraries will be the actual costs of books at the lowest
possible discount plus a processing fee for each volume. The processing
fee will be determined after a cost analysis is made of the Center
whenever the charges will be made.

Bi Ms for books purchased from local funds to be processed
by the Center will be paid by the individual member libraries. When
these books and invoices are received in the Center, the approved in-
voices will be mailed to the member libraries for payment by their own
business offices direct to the dealer or jobber who shipped the books;
no local money can be paid direct to the Center for books purchased.

Complete accountability to any member library of the Center
will be possible for all materials processed and for all funds
expended (see Part II, Section F of this manual)

F. PHILOSOPHY

A basic assumption In developing this program is that federal
funds will cease at a future date, leaving the Center to be supported
by State funds, by processing fees, or to wither and die. This center
is so designed that a tangible, concrete result of the LSCA funds will
remain - stimulated and initiated by federal funds.

As a pi lot project, the Center wi I I be experimental and should
not be expected to show optimum results the first several years. The
introduction of automatic data processing equipment Is entirely new
in this particular aspect of technical services work; the concept of
precataloging is not new but has never been tried successfully in Texas
to any extent. However, as a pilot project, the Center should develop

6

I. administration

routines, Iron out the problems of experimentation, and prove itself
as being feasible, economically sound, and desirable for libraries and
library patrons in the State.

After its initial experimental stage, the long-range plans for
the Center are for it to remain a part of the Texas State Library but
be supported by processing fees from member libraries. It is further
hoped that other centralized processing centers will be developed over
the State, perhaps but not necessarily patterned after this pilot
project .

What are some of the advantages of a centralized processing
center? There are many; some are:

1. Obtaining of larger discounts from suppliers through
conso I i dated buy i ng

2. Reduction of technical services work

3- Elimination of duplicated work by the member libraries

4. Higher quality of processing through professional work

5. Equalization of the work load of a library in an orderly,
efficient, and economical manner

6. Joint use of expensive bibliographic and cataloging tools
and of able, trained technical services personnel

7- Greater use of standardized and coordinated rules and
practices of classification and cataloging

8. The possibl I tty, through a union catalog in book form and

inter library loan arrangements, of making the total resources
of the system avai lable to each member library, thus increasing
materially the breadth of any individual collection in the
system whi le also al lowing the reduction of duplication of
purchases

9* Almost as important as all other advantages combined is the
fact the librarian will be released from technical services
work to:

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I. ADMINISTRATION

a. Extend and improve the other services oi the I i brary
while using the same staff and to add and extend
other new services

b. Provide on-the-job training for the non-professional
staff

c. Improve the administration by providing time for
planning and other activities of the library

d. Provide more time for book selection

Of courss, there are disadvantages of centralized processing;
most of these can be overcome in time:

1. Standardization may require older libraries to modify their
policies, even requiring some lowering of previous standards

2. Increased time between book ordering and readiness for patrons

3. Card inconsistencies of form and headings in the card catalogs
between old and new cards

4. Individual librarian does not have cataloging and classification
process in which to familiarize himself with the materials

It must be understood at the beginning that, in order for this

Center to be economically feasible and administratively sound, complete

standardization Is essential. It is aptly stated in the second annual

report of the Library Services Center of Missouri:

"In the establishment of the Processing Center it is understood
by representati ves of the member libraries that minimum cost of
service can be achieved when all libraries accept ONE standard
method for the performance of each detail, Any. deviation, however
slight, automatically increases the cost and interferes with the
maintenance of a production schedule ,,, Therefore, it is recommen-
ded that all member libraries accept all standards and adopt their
internal procedures to fit,"*

I Li brary Services Center of Missouri, Jefferson City, Mo., Second
Annua I Report for the Year Endi ng December 31 , 19^1 , p.2 of "Work Sheets
for Internal Management Survey"

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II. INSTRUCTIONS TO
MEMBERS

A. SELECTION OF TITLES

Selection of titles remains entirely the perogative of the
individual member library; the Center in no way wants to attempt to
dictate the choice of titles. However, a few general criteria must
be met:

1. Only in-print publications will be handled by the Center

2. Only publications published or distributed in the Continental
United States or Canada will be handled by the Center

3. Government publications wi II not be handled by the Center

4. Any publication requiring prepayment cannot be handled

5. Genera 1 ly , pub I i cations under $1,00 will not be hand I ed,
due mostly to the reluctance of our jobber to handle
paperback and the requirement of many publishers that a
minimum order be over $1,00

In addition, member libraries desiring to have their books processed by
the Center are asked to select their titles PRIMARILY from the following
list of publications In order that the requests can be readily identified
and precata loged:

. i.

American Book Publishing Record (ABPR)

2.

Book Review Digest (BRD)

3.

Booklist and Subscription Books Bulletin (BL)

4.

Chi Idrens Catalog (CC)

5.

Cumulative Book Index (CBI)

6.

Fi ct i on Cata log (FC)

7.

Herald Tribune Book Review (HTBR)

8.

Horn Book (HB)

9-

Kirkus (K)

ro.

Library Journal (LJ)

n.

New York Times Book Review (NYTBR)

12.

Publishers Weekly (PW)

13.

Readers Advisory and Bookman ! s Manual

(RA)

14.

Saturday Review (SR)

15.

Standard Catalog for High School ■ Li brar I es (HSC)

16.

Standard Catalog for Public Libraries

(PLC)

The abbreviations In parentheses after each title may be used to Indicate
the source of a .request on the order form. For example, a citation may

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II. INSTRUCTIONS TO
MEMBERS

read, "BRD, 12-65 p.4l," meaning that the source of the request was the
Book Review Digest for December 1965, p*4l. The source of each request
must be on each order form submitted to the Center by those libraries
desiring their books processed by the Center.

B. ORDERING

AM member libraries must submit their orders on the continuous
mu Iti p le-order forms supplied by the Center, foMowing the .'instruct i ons
given below. Libraries desiring the Center to order and process their
books must foMow ail instructions; those not desiring the Center to
process their books may ignore those instructions marked with an "x"

Please TYPE all mu I ti p I e-order forms. Please include ALL infor-
mation requested to avoid delays in receiving your material.

I. PREBIND: If a request is to be prebound, ( tyj&erpnc?x , f at

thfertop in the blank provided beside "prebind. M The list
price (not special library binding price) should be given
for books to be prebound. The prebinding charge will be
added automatically later by our contractor

PUBLISHERS LIBRARY BINDINGS: If a request is to be in a

publishers library binding (but not prebinding), 'type*

"PLB" for "publishers I i brary binding" after "price each"
in the left-hand column.

Please note : if an "x" is not placed in the place reserved

for prebinds or if "PLB" is not placed after the price,
regular trade editions will be ordered. Also note that
all titles are not avai lab le in pub i i shers l i brary bindings;
consult the BIP when in doubt

(x)2. SETS OF CARDS: Indicate the number of sets of cards wanted

and the number of shelf list cards. A set will include
an author card, title card, subject card(s), and cards for
other added entries if traced. For example:

1 cat 2 SL - I set catalog cards and 2 rhelf 1 1st. cards

2 cat I SL - 2 sets catalog cards and I shelf list card

0 cat I SL - no catalog cards and I shelf list card

etc.

0

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II. INSTRUCTIONS TO
MEMBERS

(x)3.

REFERENCE BOOKS: Indicate if you want a title to be cata-

loged as reference by placing "R M in the top-most left-hand
corner of the request slip. Books will not be marked refer-
ence unless this appears on your order form. When duplicate
copies are ordered and one is to be marked reference and the
other circulating, send a separate order for each and mark
accord! ng ly

AUTHOR: Type the author's name, surname first, followed by

the initials of any ’given names. Use the name as it appears
in the selection aid you are using

5.

TITLE: Type the title of the book; do not include subtitles

6.

EDITION NUMBER: Type the edition number here; leave blank

i f a f 1 rst edition

7.

PUBLISHER: List the publisher’s brief name; do not include

place of publication or address. If you select a title from
a brochure issued by a small or obscure publisher, send the
brochure with your request

8.

DATE OF PUBLICATION: List the latest copyright date, or, if

no copyright date, the latest date available

9.

VOLUME NUMB. : If a title has more than one volume, i i st the

total number of volumes wanted; for example, M 4v., n "2v., n
etc. If a complete set is not wanted, list the number(s) of
the particular volume(s) wanted; for example, "v.l, M ”v.2-3, n
etc.

(x) 10.
II.

SOURCE OF REQUEST: Type the source of the request and Indicate

the date and page number of the issue of the source (see p.9)

LIBRARY CODE: Type the code number assigned to your library

here on each form. Important: this is the only method of

identifying your requests once received in the Center

12.

DATE REQUESTED: Type the current date here

13.

NUMBER OF COPIES: Indicate the number of copies you want

14.

PRICE EACH: Indicate the list price (price before discount)

of each copy. If you want to receive a publishers library
binding but not prebinding, type n PLB n after the price

(x) 15.

FUND: The fund from which a book i s to be purchased must be

placed under ’’fund" on each form. Use n LSCA" when a book is
to be purchased from LSCA funds allotted to a 1 1 brary and
n local” when a book is to be purchased from a library’s own
book fund

II. INSTRUCTIONS TO
MEMBERS

After the order forms have been typed and proofread, tea - the

forms apart, remove the carbons , staple the white and yellow copies

together, and retain the last copy (only) for your own "books on order"

file. Submit your LSCA Title I requests separately from your local funds.

It will aid the Center greatly is requests are further separated by

prebind, pub I i shers 1 1 brary bindings, and trade requests.

Mail all forms (except the slip retained) to the address below at

any time, with the minimum of ten order forms being sent at one time:

TEXAS STATE LIBRARY
CENTRALIZED PROCESSING CENTER
4o8 West 15th Street
Austin, Texas, 787 OI

C. SHIPPING

If a member library is processing locally its books purchased
from LSCA funds, books and invoices will be shipped direct from vendors
or publishers to the particular library. The member library will invoice
all shipments of books, handle corrections on invoices, defective book
returns, shorts, cancellations, etc. The Center wants to receive only
correct and approved invoices.

A!l invoices must have an authorized signature of a representatl ve
of the vendor or an attached and signed certification statement. All
invoices for $50.00 or more must be signed and notarized by the vendor
Correct and approved invoices and certification or notarization statements
should be mal led to the Center.

When books purchased and processed from LSCA or local funds are
shipped to a member library, a packing list will be enclosed in each

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II. INSTRUCTIONS TO
MEMBERS

shipment of books and an invoice (the original of the packing lilt) will
be sent at the same time by first class mail. The invoice and packing
list should be checked carefully against the shipment and the Center
should be notified immediately of any discrepancy.

When books purchased and processed from a member library's local
book fund are shipped to the Center by vendors or publishers, the Center
will check the books received, approve the .invoices for payment, and
forward them to the particular library with the packing list of the
processed books for payment through its local business office.

Processed books wi I I be shipped prepaid from the Center to member
libraries. If a member has branches or serves more than one library,
books will be shipped only to Miterheadquarters building.

Catalog and shelf list cards and the white copy of the original
request slip will be inserted in the book pocket of the first copy of a
title.

D. CANCELLATIONS

Member libraries not desiring processing by the Center will
handle their own cancellations but will report them to the Center in
order that the records may be cleared.

The Center will handle cancellations for member libraries desiring
processing by the Center and will report periodically to each member.

E. RETURNS AND COMPLAINTS

Member libraries not desiring processing by the Center will handle
their own returns to the vendors and publishers. The Center wi II handle

II. INSTRUCTIONS TO
MEMBERS

all returns for those member libraries desiring processing by the Center.
It a member library receives a processed book which must be returned,
the book should be returned to the Center accompanied by a letter
stating the reason for returning the book (book damaged, wrong edition,
not ordered, etc. )

Complaints of any kind are welcome in the Center and may be
forwarded at any time by any member library to the director of the Center.

F. RECORDS AND STATISTICS

The Center will maintain complete records of a II funds for all
members of the Center and will report periodically to each.' Each report
will i nc lude:

1. Amount budgeted

2. Total dollar amount encumbered, outstanding, and in process

3* Total dollar amount of all items paid year-to-date (discounted
prices)

4. Total free and unencumbered balance
Separate reports will .be sent for LSCA>-Ti + le I funds and local , book
funds.

With the automatic data processing equipment of the Center, many
statistical reports can be prepared. Planned are:

!. Average length of delivery time of venders...

2. Average length of processing time by ..‘the Center

3. Average costs of materials

4. Average discounts received by member libraries

5. Average costs of processing

An IBM card f i le wi 1 1 be mai ntai ned permanent ly of all titles processed
by the Center. Into each card will be punched the code number of the
member library owning that title- and the class number assigned to it,

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II. INSTRUCTIONS TO
MEMBERS

along with other bibliographical information. From these cards, f[e
Center hopes to print a book catalog or catalogs.

G. MISCELLANEOUS

All books purchased through the LSCA Title I must have a Texas
State Library ownership stamp placed In two locations: on the inside

front cover and on the page after the title page. For those libraries
processing their own books, the Texas State Library wi II forward a
rubber stamp for this use. If a library wants to order additional stamps,
the exact wording will be: TEXAS STATE LIBRARY, FIELD SERVICES DIVISION,

AUSTIN, TEXAS, 787 1 1 *.

The Texas State Library will not require that a library keep any
special record of any LSCA book aside from the property stamps as described
above. All books can be processed, circulated, discarded, rebound, etc.,
as a library sees fit. The Texas State Library will retain a copy of the
original purchase voucher and paid invoices Indicating where the books
are to meet federal and state requirements of accountability.

The Texas State Library does not want to receive money for books
which have been lost and paid for; It does not want to know when any
LSCA book is withdrawn from the records. A library is free to purchase
replacement copies from col lected fines or from allotted LSCA Title I
funds.

(5

III. POLICIES OF THE
CENTER

A. ORDERING

All purchasing will be done in accordance wi+h all rules, regula-
tions, and contracts of the Texas State Board of Control.

Member libraries must select and submit their requests as outlined
in Part II, Section A of this manual.

B. CLASSIFICATION

The classification scheme used in the Center will be the latest
edition of the unabridged Dewey Decimal Classification. No number will
be carried out more than four places past the decimal point. Dewey
numbers recommended in the proofsheets, NUC, PW, etc., will be used
as much as possible, with much effort to maintain consistency of
c I assi f i cat i on .

The first letter of the surname of the author of a title will be
placed under a classification number to distinguish different titles
with the same class number. Different titles by the same author and
different editions of the same title will not be reflected in a call
number.

In individual biography, the first letter of the surname of the
person written about will be placed under a class number instead of the
author of the biography. In collective biography, the first letter of
the surname of the author, editor, etc., will be used.

For criticisms of a person, the first initial of the person
criticized is placed under the class number rather than that of the
person Writing the cri tl ci sm.

16

III. POLICIES OF THE
CENTER

No symbols or author letters wi I I be used on catalog cards,
shelf list cards, book pockets, book cards, or spines of adult fiction
books. The following special classifications will be used in the
Center:

E Easy Books , — Defined as all books written for children
through ki ndergarten . If a book merits a Dewey number, it
will be placed in "J n rather than in "E" (for easy books,
an f, E n only on all records and on the spines of the books
will.be used, with no author letter)

J Juveni le Books . — Defined as a I ! books written for readers in
grades one through six (first grade through junior high)

(for juveftiile fiction, a f, J n only on a I I records and on the
spines of the books will be used, with no author letter)

Y Young Adult Book s;. — Defined as all books written for readers
in grades seven through twelve (junior high through senior
high) (for young adult fiction, a n Y" only on all records
and on the spines of the books will be used, with no author
I etter )

SC Short . Co 1 I ect 1 ons . — Includes on ly stories by more than one
author. Collections of stories by the same author will be
considered fiction and will have no symbol or author letter.
The first initial of the surname of the editor or compi ler
of the col lection wi I I be used under "SC n

R Reference Books . — Not used unless instructed by member
I i brary on a request slip. All sets of encyc loped i as wi I I
be considered reference automatically

92 Indi vi dua 1 B1 ographv . — (Exception: bl ograph i es of Shakespeare

will be classed in 822. 33* ) 9^0 will be used for col lecti ve

biography

History period subdivisions will not be used except for England
and the United States. Only major subdivisions will be used for these
two exceptions.

Period subdivisions are not used for works of literature,-

BI b I iographi es of a subject are classed with the subject, with
the subdi vi sion M 0l6. n

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III. POLICIES OF THE
CENTER

Travel books generally are placed in wi+h the history number of
a country.

C. CATALOGING

Author Statement . --No brackets or dots of omission are used in

cataloging for the Center. Entries used by the Library of Congress in

the NUC, PW, ABPR, or the proofsheets, or entries established using the

ALA rules for entry will be used. Once an author's nme has been estab-

>

I i shed in the main entry file in the Center, that form of the name should
be used thereafter for all titles cataloged by the same author.

Dates of birth and death are to be omitted from the catalog cards,
with two exceptions:

1. For distinguishing between two authors with the same name

2. For rulers and for presidents of the United States

Titles such as "captain," "sir," etc., are omitted from the author entry.
"St.," "Saint," and "Bishop" are used.

Tit le . —The title is transcribed onto the card with the same
wording and spelling that. appears on the title page of a book. Subtitles
except non-di sti ncti ve ones such as "a novel," "a play," etc., are
included. A semi-colon is used between a title and a subtitle.,

The names of the authors, editors, or compi lers are repeated after
the title (though not necessari ly traced) In the following cases:

1. Joint authorship, editorship, compi I ershi p, etc.; if more than
three names, the first three are listed and "and others" used

2. When the name on the author line differs greatly from that on
the title page, particularly a difference i n the surname; for
example, pseudonyms

3. When a choice for. entry has been made between a corporate entry
and a persona I au tor or editor on the title page. The name

18

III. POLICIES OF THE
CENTER

not used as the entry should be placed after the title; for
examp I e:

American Counci I on Health and Welfare
Crisis in America, ed. by James Young

When the first word or words of a title repeat the name of the

author of a book, the name is not repeated in the title statement; for

example; 11 Em ! I y Post’s Book of Etiquette" would be;

Post, Emi ly

Book of et i quette

In case of a title such as "Complete works of "Poems of

"Plays of . ..," etc., the author’s name is not repeated in the title;

for example, the "Complete works of Shakespeare" would be;

6

Shakespeare, Wi I I i am
Complete works.

Edi ti on *--The edition of a book (except the first, which is
omitted) is included after the title or after the statement of author-
ship when included after the title. Only the edition number is included
on the catalog card; for example, "3d ed.," "4th ed.," "rev. ed,," etc.,
not "3d ed. rev. and enl*," etc.

Impri nt .--The place of publication is omitted from the catalog
card, except for foreign publications. If two or more publishers are
listed on a title page, only the first or the first American publisher
is included on the card* The publisher’s name is abbreviated as much
as possi b I e.

The latest copyright date, shown on the back of the title page.

Is used as the date of publication. The letter "c" before a date shows

that it is the copyright date. If no copyright date is given in a book

19

III. POLICIES OF THE
CENTER

and none can be determined from other sources, the date on the title
page Is used. If no date at all can be found, the abbreviation "n.d."
for "no date" is used.

Co I lati on . — The collation includes the number of pages of a one-
volume work or the number of volumes of a work in more than one volume.
Illustration statement, and a series note. If any.

The paging will consist only of the last numbered page in a book;
if a book is unpaged, "unpaged" will denote this.

"lilus." will denote any and all types of Illustrative matter.

If a book Is part of a series, this series name always is placed
on the catalog card, with the exception of some publishers’ series.

None will be traced, however. Numbers in publishers’ series are omitted;
for example: (Everyman’s library) not (Everyman’s library, A 1 92)

Notes . — Notes will be used sparingly and seldom but, on the
discretion of the catalog&r and supervisor, can be used.

Traci ngs . — See Part II, Section D for a discussion of subject
headi ngs.

Joi nt • authors, editors, or compilers will not be traced unless
there is a special reason for doing so. If there is an obvious choice
between two entries on the title page of a book, an added entry is mde
for the name not chosen as entry. The judgment of the cataloger must
be used i n thl s case.

1 1 lustrators and translators will not be traceL

. Traci ngs wi I 1 be placed on the author card only unless a unit
card is being used. The number of tracings wlil.be kept to an absolute
mi ni mum.

20

III. POLICIES OF THE
CENTER

Unless the title is the same as a subject heading assigned to
a book, the title is used as it appears in the body of the card. No
inverted 11 t it I e head! ngs will be used unless absolutely necessary.

If there is warrant for this, a subject heading should be assigned.

When a title is "Complete works of ..., H "Poems of ...,"

"Plays of "History of "Short stories of ... ; " etc., no

title card is necessary.

D. SUBJECT HEADINGS

Library of Congress subject headings wi I I be used by the Center.

No sub ject head! ngs will be assigned to books of fiction or easy
books. No dates op birth or death wi I I be used on any added entry
cards.

The number of subject headings assigned to a title will be kept
to a mi ni mum.

E. CROSS REFERENCES

No cross references wi I I be made by the Center until the services
are adequate in other respects.

r

F. . MECHANICAL PREPARATION

Indentions , Marqi ns . Etc . . — The indentions to be used in the
Center are "first," "second," and "third" indentions. The first indention
begins on the ninth typewriter space from the left edge of the card;
the second indention, on the twelfth sDace; the third indention, on the
f I fteenth space.

The first line of type (the author line) begins on the fourth line

down from the top of the card. The margin at the left of the card is

21

III. POLICIES OF THE
CENTER

from the edte to the ninth space (first indention). The right margin is
variable, depending on the amount of information to be placed on the
card; typing, however, should not extend completely to the right edge of
the card.

Ca 1 1 Nutob,er .--Each line of the call number begins on the second
typewriter space from the left edge of the card. The author line is
placed on the same line as is the author statement (fourth line down from
the top of the card). A class number or special classification symbol is
placed on the line above this; the symbol for reference ("R") is placed
on the line above the class number.

Author Statement . — The author entry is placed on the "author

line" which begins on the fourth line down from the top of the card,

on the ninth- space (first Indention) from the left edge of the card.

Additional lines begin on the twelfth space (second indention) from the

left edge of the card. After an initial in a name, additional information

begins on the ninth space after the initial; for example:

Jones, S Boswell

Edgards, James L ed.

etc.

No punctuation is placed after the author entry unless it ends in an
abbrevi atl on. such as "ed.," "comp.," etc.

Ti t I e Statement . — The title statement Is placed on the line below
the author line, beginning on the twelfth space (second indention) from
the left edge of the card, with all addi tiona I . I i nes begi nni ng on the
ninth space (first indention). A subtitle, if any, is placed after the
title, with a semi-colon dividing the two. The edition number (except th
first, which is omitted) begins on the second space after the title.

22

III. POLICIES OF THE
CENTER

subtitle, or after the names of authors, editors, etc*, listed after
the title.

For a hanging indention, the first line begins on the ninth space
(first indention) from the left edje of the card and each additional
line begins on the twelfth space (second indention) from ihe left edge
of the card. Open entries utilize the hanging indention.

Impr i nt . — The imprint, consisting of the publisher and the date,
begins on the second space after the title statement, or, after the
edition number. A comma is placed between the publisher and the date,
with a lower case "c" used before a copyright date with no space or
punctuation between. A period is placed after the date; for example:

McGraw, CI96O.

Houghton, 1965*
etc.

Col I at i on . — The collation, consisting of the paging, number of
volumes, Illustration statement, and series note, begins on the line
below the body of the card on the twelfth space (second indention) from
the left edge of the card, with all additional lines beginning on the
ninth space (first Indention) from the left edge of the card. Each Item
begins on the second space after the preceding item. The series note
Is placed I n parentheses after the illustration statement. For example:

563 p. I I lus. (Rivers of America)

Unpaged. i I lus.

2v. . i ! lus.

etc.

Notes . — The first note begins on the second iine below the col-
lation and no lines are skipped between notes. The first line of each
note begins on the twelfth space (second Indention) from the left edge

of the card and each additional line, on the ninth space (first indention).

23

O

ERIC

III. POLICIES OF THE
CENTER

Traci ngs . — Tracings will be placed on the author card only,
unless a unit card Is being used. They are placed at the bottom of the
card just above the hole, with subjects listed first, numbered consecu-
tively with Arabic numerals. Tracings for other added entries, such as
joint authors, editors, titles, etc., are numbered with Roman numerals
and are placed after the subjects.

The first line of the tracings begins on the twelfth space
(second Indention) from the left edge of the card, with two spaces
left between each Item jn the tracings.

Added Entry Cards . — Un I ess a unit card Is being used, the main
entry or author card, minus notes (except series note) and tracings is
duplicated for added entry cards (subjects, joi nt authors, edi tors,
titles, etc.), and the appropriate heading added above the author line
of each.

An added entry heading is typed on the second line from the top

of the card unless several lines are needed, in which case the entire

heading Is centered (as near as possible) between the top of the card

and the author line. The first line of type begins on the twelfth

space (second indention) from the left edge of the card and additional

lines begin on the fifteenth space (third Indention). No punctuation

Is used after an added entry, unless tt ends I n an abbrevl atlor,.

(' •

All subjects are typed in black capital letters; all other added

entries. In normal capitalization.

Shelf List Cards . — The main entry or author card, minus notes
(except. ser I es note) and tracings Is duplicated for a shelf list card.
The "business Information" to be placed on a shelf list card will be

24

III. POLICIES OF THE
CENTER

(I) month and year of purchase, ( 2 ) source, and ( 3 ) discounted price.

If ordered direct from a publisher, "pub . 11 will be used as the source.

For examp I e :

3-65 Interstate 2.10
5-65 Pub. 4.50
etc.

No copy numbers will.be used.

Business information begins on the second line below the

collation, on the second space from the left edge of the card.

Book Cards , Pockets , Machine Cards . --Each book (except reference

books) wi II be supplied with a pocket, white book card, blue machine

card, and a date-due card. The book card, pocket, and machine card wi II

have the call number, brief author, and brief title typed on each. The

procedures for all three are the same.

Each line of the ca I I number begins on the second typewriter space

from the left edge of the card, with the top line beginning on the second

line down from the top edge of the card or pocket.

The author's name begins on the same line as the author letter,

approximately two spaces after the last digit of the class number. If

additional -I Ines are needed, each line begins on the third space after

the first. letter of the author; for example:

American Council on Educa-
ti on

The title begins on the line under the author, beginning under

the first letter of the author's name. If additional lines are needed,

each I i ne begi ns on the third space after the begi nni ng of the title.

Pockets wl II be pasted onto the front fly-leaf of a book; If the

end sheets contain important illustrative matter, pockets will be pasted

25 ’

III. POLICIES OF THE
CENTER

on the back of the fly-* leaf.

Letter I ng on Spi nes . — Ca I I numbers on the sp i nes of books will
be placed approximately one inch from the bottom of spines. Occasionally
the ca I I number will b lock out part of the title or author on the spine,
but, when lettering many books a day, standardization is essential.

If a spine is too narrow to accomodate a ca I I number, it wi I I be
placed on the front of the book, approximately one inch from top edge
and close to the spine.

Plastic Jackets . --Plastic jackets wi I I be placed on all books
except: (I) prebinds, (2) publishers library bindings with the same

i I lustration on the cover as on the dust jacket, (3) books without
dust jackets, (4) dictionaries, (5) encyclopedias, (6) other selected
n ready reference” books such as glossaries, annuals, yearbooks,
proceedings, etc., and (7) books with plain brown dust jacket's.

IV. PROCEDURES AT THE
CENTER

A. ORDERING

I, Order forms are received in the Center from member libraries

II. Each form I s scanned for completeness and for the proper vendor
for purchase

.7 TV ■

Ill;*" Forms are coded; a 1 1.1 nformatlon is converted to the form that will
be punched Into the detail cards

IV. After coding, the forms are kept In batches by 1 1 brary code number
and by fund *

1. An Instruction card is completed and placed, atop each group

2. A tota I of the I i st prices of a 1 1 forms I n a group I s made on
an addl ng machl ne and the tape placed with the group for a
control check before and after the purchase order Is printed

3* A rubber band Is placed around each group and the forms are
sent to the keypunch operator

V. A detail card Is punched for each order form

L After punching, the deck of cards is placed into the 403
and a purchase order register printed for proofreading

2. The group of forms, the deck of cards, and the purchase order
register are assigned a temporary code letter to keep them
together; this code letter is marked on each

3. The purchase order register is proofread against the multiple-
order forms

a. . Errors I n keypunch! ng are circled In red and the
correct I nformatlon marked on the register

•b. The total on the adding machine tape and the total on
the register is compared; they must be the same. If
not, the error(s) must be located and corrected

VI. After proofreading, the order forms, deck of cards, and register are
returned to the keypunch operator

1. Errors tare corrected in the punched cards

2. The forms, register, and cards ane, put aside to await the
next order date

27

VII.

VIII.

IV. PROCEDURES AT THE
CENTER

Orders are printed once a week

1. Detail cards are placed Into the keypunch and the date of
order gang-punched into the cards

/

2. The detail cards are' sorted by/fund, by type of binding,
by vendor, by fund, by picking location (In the jobber* s
warehouse), by publisher, y by title

3. Vendor name and address cards are pulled from the master
vendor file and inserted in front of the proper decks

4. A header card containing the date of order and the first
order number Is keypunched

5. The header card Is placed In front of the decks and all are
p laced I nto the 403

6. The purchase orders are printed from the decks

The purchase orders are torn apart and distributed

I# -Appropriate rubber stamps and forms are applied as needed
to the orders

2. The yellow copies of the orders are pulled, the order numbers
are recorded In a p.o. register, and the copies filed into
the official order file

3. The white and pink copies are forwarded to the bookkeeper, who
removes the pink copies for his files and forwards the white
copies to the Director and Librarian for his signature and
mailing to the vendors

4. The detail cards are fi led into the rotary **on order*’* fi le

5. The multiple-order forms are a,I frhabetl zed in one group by
author and forwarded to the catalogers for precataloging

6. The vendor name and address cards are refiled Into the master
vendor f 1 le

7* The purchase order registers and adding machine tapes are
di scarded

28

IV. -PROCEDURES AT THE
CENTER

PRECATALOGING AND PRELIMINARY PREPARATION

I. After purchase orders have been printed, the multiple-order forms
for the items placed on order are taken to the main entry /precata-
loged file and a search is made for previous cataloging

1. If a title has been cataloged previously

a. Enough cards are pulled from the extra card file

to prepare the requested sets of cards and shelf lists

b. A rubber band is placed around the carcls and the
or I gl na I mu Itl p I e-order form

c. A I I are f I led behi nd the official card I n the mal n
entry/precataloged f I le to await the receipt of the
book

2. If a title has been cataloged previously but no extra
cards remain

a. A note Is attached to the or Igi na I .mu Itl p I e-order
form for a new. supply of cards to be prepared

b. Both are f I led behi nd the offlcla ! .card I n the mal n
entry/precata loged fl le to await the receipt of the
book

c* The yellow copy of the multiple-order form Is discarded

II* The mu Itl p le-order forms for those titles not previously cataloged
are given to the cataloger for further processing

I* A search Is made In the book selection tool indicated as a
source of Information on the form,. In the Ljj^proof sheet
file, NUC, PW, etc., to find suf f 1 cl ent I nformat! on about
each title

2.. If suf f I cl ent I nformati on I s found for cata log! ng and
classification, a work- slip. Is prepared; If a proofsheet
Is found,. this Is used as a work slip

3. The yellow copy of the multiple-order form is I nsertfed in
the shelf list as a temporary slip

4. The work slip and the white copy of the multiple-order form
are c 1 1 pped together and filed I n the mal n entry/precata loged
fl le to await the recel pt of the book

29

IV. PROCEDURES AT THE
CENTER

III. If no or insufficient Information Is found for precataloging cr

preliminary preparation, the mu I tJ p I e-order forms are filed in the
main entry/precataloged fi le to await the receipt of the book

C. RECEIVING

I. Books and Invoices are received in the Center

1. The copy of the purchase order is pulled from the files

2. The punched cards from the "on order" fi le are pulled for
the items listed on the invoice

II. Items kvecei ved are checked against the invoice, puncned cards, etc.,
for corrections, mistakes, damage, etc., etc.

1. Check marks are placed beside the Items received on the
invoice and on the purchase order

2. The date of receipt and the discounted prices are placed
on the IBM cards for later keypunching

3. Invoices on federal funds are approved and forwarded for
payment; Invoices on local. funds are placed in a file to
be mal led with the processed books

4. The purchase order Is refi led and the fi le copy of the
I nvoi ce filed

III. The truck of books with the punched cards is forwarded for further
processi ng

1. The punched cards for items on the truck are block-sorted
into rough alphabetical order (first two letters of an
authors name)

2 . A I I. slips and/or cards for the library code punched into
the IBM card are pulled from the main entry /precata loged
fi le

3. The price per Copy is penci lied on the white copy of the
multiple-order form for preparation of the shelf list card

4. The IBM cards and the s 1 1 ps/cards are placed In a box
on the truck

5. The truck and Its records are forwarded to the cataloger
for further processing

. *f; cavai j ■ > 30 . , , ii on.

IV. PROCEDURES AT THE
CENTER

D* CATALOGING AND CLASSIFICATION

I.

Trucks of books w! I I come to the cataloger with the punched cards
and all pertinent slips/cards In boxes on top of the trucks

I. If extra cards are on hand for a title, the cards are
checked with the book for consistency

2* If a title has not been cataloged previously, the work
slip prepared earlier is compared with the book and
corrections made

3. If a title has not been cataloged previously and insufficient
information for precata iogi ng was found prior to receipt of'
the book, the title is cataloged and classified and a work
slip prepared

II. When completed, the trucks are released to the supervisor for
revision; the work Is revised and corrected

III. The box of slips/cards for a truck is given to the typist for
further processing

E. MECHANICAL PREPARATION

I. The typist sorts the slips/cards for a truck Into three groups

1. Those with cards on hand ready for completion

2. Those for which cards must be prepared

3. Those titles which have been previously cataloged but a
new supply of cards must be prepared

II. If cards must be prepared

1. A mat Is typed for each title

2. The mats are sent. to the multi lithe operator, who runs off a
supply of cards and returns them to the typist

3* Headings are typed on the unit cards for the Indicated number
of sets

4. The shelf list cards are prepared

31

IV* PROCEDURES AT THE
CENTER

III. If

IV. If

extra cards are on hand

1. Headings are typed on the unit cards for the indicated
sets of cards

2. The shelf list cards are prepared
the supply of 1 * extra cards is depleted

1. The official card is pulled from the main entry/precata loged
f" le and a new mat is typed

2. The procedures under II-2 to I I -4 are followed

3. The official card is returned to the main entry/precataloged
fi le

V. Pockets and book cards are prepared

L The sets of cards, shelf lists, and white copies of the
mu It I p I e-order forms are stuffed into the pockets

2. If there are more than one copy of a title, a rubber band
Is placed around the group of pockets

VI. The work Is revised

1. The pockets are inserted in the proper books on the truck

2. Two unit cards from the supply of extra cards are pulled;
one is filed Into the main entry/precataloged file and
the other in the official shelf list

VII.

VIII.

3. Extra cards are filed Into the extra card file
Trucks are forwarded for completion of the processing

1. Pockets are pasted in the books

2. Call numbers are prepared and/or applied to the spines of
the books or to the dust jackets

3. Plastic jackets are placed on the books

The books are shelved by member library to await shipping

32

IV. PROCEDURES AT THE
CENTER

F. SHIPPING AND INVOICING

I. Before books are packed for shipping, the punched cards for the books
are sent to the keypunch operator

II. The keypunch operator duplicates the detai I cards, adding the
discounted prices and the date of receipt and shipment

III. The new punched cards are sorted by member library, by fund, then
alphabetically by author

IV* Library name and address cards are pulled from the f 1 le and the
proper cards placed In front of the corresponding decks of cards
for the preparation of a shipping report

Note : a separate I nvol ce/packl ng report Is prepared for books

purchased from LSCA Title I and local f: .ds for each 1 1 brary

1. The decks are placed into the 403 and a packing report
printed for each

2 . After printing, the library name and address cards are pulled
from the decks and ref I led Into the master 1 1 brary n/a file

3. The punched cards are placed In a shipped fi le

V. The printed packing lists/invoices/shipping reports are sent to
the shi ppi ng clerk

f

1. The white copy .16 placed in a window envelope and sent by
first-class mal ! to the member library

2 . The titles to be shipped are checked off the yellow copy
' to make certain that no errors have been made; the copy

Is placed in one box of the shipment

3. The pink copy is 'pent to the supervisor

a. Statistics are recorded

b. The pink copy is fi led

Note : i f the books shipped were purchased from local funds, any

Invoices are attached to the white copy of the shipping report
before mal ! I ng

ERIC

hfliflaffHMiaaa

33

APPENDIX I

APPLICATION FOR MEMBERSHIP IN THE
CENTRALIZED PROCESSING CENTER OF
THE TEXAS STATE LIBRARY

The ? ^

(name of 1 1 brary ) ■ ("location)

hereby applies for membership In the Centralized Processing Center of
the Texas State LI brary * We previously have applied for and have been
granted assistance under the Library Services and Construction Act,
Title I, and agree to the following requl rements:

1. Complete a questionnaire from the Center requesting information
concerning budget, ordering, classification, cataloging, etc.

2. Accept the policies for processing of the Center

We understand, upon signing this agreement, that we become a member of
the Center and have a I I. the rights and privileges thereof, after
approval of the undersigned representatf ves of the Texas State Library.

Amount of local funds to be spent through the Center

Amount of Title I LSCA funds to be spent through the Center

The foregoing agreement has been read and agreed to and the manual of
procedures accompanying this agreement has been read and agreed to on
this day of 1 96 .

SI gned

(chai rman of 1 1 brary board)

Signed

~ ~~ ( 1 1 brar i an) ~ " ~~

Approved ,

(Director of Field Services)

Approved

(Director of Center)

APPENDIX I

QUESTIONNAIRE

GENERAL

1. How many volumes did you add to your co i I ection last. year?

How many titles? Approximately what percentage were

gifts to the library?

2. How. .many staff members are engaged at the present in order,

classification, cataloging, and processing routines? ;

What are the salary costs of these people?

3. Can you estimate how much your order, cataloging, classification,

and processing costs are per year?

4 . How many card catalogs to you maintain?

ORDER WORK

L How frequently do you place orders?

2. What Is your average book discount?

3. Do you place many rush orders?

4 . On the average, how quickly are books received after your order

is placed?

5. Do you frequently order additional copies of a popular title?

BOOK SELECTION

I, Can you briefly describe your book selection process?

2. Do you have a definite list of book selection aids? If so,

would you list the five aids which you use most frequently?

a.

b.

c.

d.

e.

CLASSIFICATION

i. What c lassi f I cation scheme do you use?_

35

APPENDIX I

2. For author letters or numbers under the class numbers, do you
use (circle one) (l) Cutter numbers, (2) Cutter-Sanbon numbers,
(3) first letter of authors 1 surnames, (4) other cspecify^

3. In the call number, do you indicate different titles by the same

author? If so, how?

4. In the call number, do you indicate different editions of the

same title? J[f so, how?

5. Do you use symbols for the following types of books? Please
indicate the symbol or classification number. What ages (not
school ages) are cover dd by each?

a. Easy or picture books

b. Books for young adults

c. Books for juveni les

d. Short stories

e. Adult fiction

f . Biography "9 2 n __

g\ Mystery stories

h. Western stories

i . Sci ence f I cti on

j. Texana

k. Reference books

j l. Stories by one author _

m. Stories by several authors

n. Other (specify) .

CATALOGING

I. What is the average time interval between the time a book arrives
in your library and the time it is placed on the shelves for use?

2. Do you use the name on the title page of a book as the cataloging

entry? Do you usually follow LC entries?

Other (spec! fy )

3. Do you include subtitles on the catalog cards?

4. Do you make added entries for joint authors? editors?

.1 I lustrators ? trans lators?

5. Do you use the publication date or the copyright date on the

catalog cards? Do you place a "c 11 for n copyr i ght n before

such a date?^

6. Do you use 11 1 I lus. n In the collation to include all types of
I I lustrations?

Ages to.

Ages to

Ages to_

"B 11 other

36

APPENDIX I

7. Do you use many notes on the catalog cards? Describe.

8. Do you trace for added entries made on the author card or on

all cards? On the shelf list card ? __

9 . Do you type your subject headings on subject cards (circle one)

(l) all in black capital letters, (2) all in red capital letters,
(3) In black using normal capitalization, (4) in red using
normal capitalization, (5) other c specify 3

SUBJECT HEADINGS AND CROSS REFERENCES

1. What subject heading list do you use?

2. Doiiyou make many cross references? Describe types

MECHANICAL PREPARATION

1. Do you place plastic jackets on your books? On what types

do you not use plastic jackets?

2. How many Inches from the bottom of the spine do you place your
call numbers ?

3. Do you write the call number, price, source, date of receipt,

etc., In each book? Where?

4. Where do you past ( I ) book pockets

(2) book plates (3) date-due s 1 1 ps

5. What do you type on your book pockets and cards?

6. Do you use various colored cards to denote different types of

books for book cards (for example, blue for adult, white for
adult fiction, etc,) _Descr I be co lors

7. Are there any other specific routines which you require which you
feel might be unique in your library? If so, describe below or
on a separate page and attach to this questionnaire

Please return your completed questionnaire to:

Director of the Center
Centralized Processing Center
4o8 West 1 5th Street
Austin, Texas, 7^701

37

Multiple-Order Forms (Request Forms)

O

ERIC

Date-Due Card

38

Pocket and Book card (White)
Blue Machine Card alao included.
Books from local funds will not
have imprint

39

355.43

B

Nuclear war

Brown, Nevi I le

Nuclear war; the impending strategic
deadlock. Praeger, c 1964 „

ATOMIC WEAPONS

355.43

B Brown, Nevi I le

Nuclear wars the impending strategic
deadlock. Praeger, CI 964 .

238p.

STRATEGY

355.43

B Brown, Nev i I I e

Nuclear war: the impending strategic
deadlock. Praeger, cl 964.

258d.

355.43

B Brown, Nevi I In

Nuclear war: the impending strategic
deadlock. Praeger, cl964.

238p .

355.43

B Brown, Nevi I le

Nuclear war: the .impending strategic
deadlock. Praeger, cl 964.

238p .

5/66 McClurg 4.45

I, Strategy. 2. Atomic weapons.
I, Title.

Sample set of catalog cards and shelf list

0

40

APPENDIX II

PUNCHED CARD FORMATS

Detail Card

cc 1-4

vendor code

cc 5-7

library code

cc 8-21

author

cc 22-43

title

cc 44-45

edition

cc 46-49

publishers codes

cc 50-52

date of publication

cc 53-54

volume numbers

cc 55-56

copies

cc 57-59

blank

cc 60-63

price each

cc 64-68

extension price/discounted price

cc 69

fund

cc 70

type of material

cc 71-74

order date (Julian date)

cc 75

type of binding

cc 76-79

date of receipt

cc 80

card code

Name and Address Card

cc 1-4

vendor code

cc 5-7

library code

cc 8-30

vendor/library name

cc 31-53

street address

cc 54-76

city, town, state, zip code

cc 80

card code

Budget Summary Card

cc 5-7

library code

cc 11-12

month

cc 13-14

day

cc 15-16

year

cc 48—63

budgeted amount

cc 64-71

expended year-to-date

cc 72-79

free balance

cc 80

card code

Header Card

cc 11-12

month

cc 13-14

day

cc 15-16

year

cc 17-22

purchase order number

ERIC

41

APPENDIX II

PUNCHED CARD FORMATS

Fund Codes (cc 69)

1 State

2 Federal

3 Local

type of material codes (cc 70)

1 Books

2 Periodicals

3 Standing orders

4 Newspapers

5 Microfilm

6 Government documents

type of binding codes (cc 75)

0 Trade

1 Prebind

Card Codes (cc 80)

1 On order

2 Shipped

3 Name and address
4° Budget card

42

APPENDIX III

DIRECTORY OF MEMBERS

211

Rosenberg Library

234

Commerce Public Library

823 Tremont

Box 308

Galveston, Texas, 77550

Commerce, Texas, 75428

221

Waco Public Library

235

Val Verde County Library

1717 Austin Avenue

Washington at Spring

Waco, Texas, 76701

Del Rio, Texas, 78840

222

Orange Public Library

236

Harlingen Public Library

300 North Fourth Street

504 East Tyler Avenue

Orange, Texas, 77630

Harlingen, Texas, 78500

Pioneer Memorial Library

237

Carnegie City County Library

118 Pioneer Plaza

1630 Pease Street

Fredericksburg, Texas, 78624

Vernon, Texas, 76384

226

Boerne Public Library

238

Porter Doss Memorial Library

Box 667

520 South Kansas

Boerne, Texas, 78006

Weslaco, Texas, 78596

227

Wharton County Public Library
101? Alabama Road

239

Comfort Public Library
Comfort, Texas

Wharton, Texas, 77488

240

Friench Simpson Mem„ Library

228

Seguin-Guadalupe County Public Library

Po0. Drawer 269

707 East College Street
Seguin, Texas, 78115

Hallattsville , Texas, '77964

241

Groveton Public Library

229

Silsbee Public Library

Box 372

Santa Fe Park

Groveton, Texas, 75845

Silsbee, Texas, 77656

242

Hutchinson CGunty Library

230

Trinity Public Library

625 North Weatherly

Trinity, Texas

Borger, Texas, 79007

231

Round Rock Public Library

243

Brownwood Carnegie Library

Round Rock, Texas, 78664

Brownwood, Texas, 76801

232

Ector County Library

244

Bonham Public Library

622 North Lee

Bonham, Texas

Odessa, Texas, 79761

245

Killgore Memorial Library

233

McKinney Memorial Public Library

124 Bliss

402 West Louisiana Street
McKinney, Texas, 75069

Dumas, Texas, 79029

43

246

247

248

249

250

251

252

253

254

255

256

257

APPENDIX III

DIRECTOR! OF MEMBERS

Wilson County Library
1144-C Street
Floresville, Texas, 78114

Lucy Hill Patterson Mem. Library
Rockdale, Texas

Corsicana Public Library
Corsicana, Texas

Burnet County Free Library
107 South Pierce
Burnet, Texas, 78611

Eagle Pass Public Library
Box 297

Eagle -Pass, Texas

McAllen Memorial Library
401 Wichita Avenue
McAllen, Texas

Comanche Public Library
Box 643

Comanche, Texas

Plano Public Library
1005 15th Place
Plano, Texas, 75074

Mid-Texas Bookmobile
Box 692

Lockhart, Texas, 78644

258 Llano County Public Library
Box 845

Llano, Texas, 78643

259 Bailey H. Dunlap Mem. Library
Box 965

La Feria, Texas, 78559

260 Hamilton Public Library
Box 117

Hamilton, Texas, 76531

261 Gatesville Public Library
City Hall

Gatesville, Texas, 76528

262 Killeen Public Library
Killeen, Texas, 76541

263 T.L.L. Temple Mem. Library
Diboll, Texas

264 Mt, Pleasant Bookmobile
Box 907

Mt. Pleasant, Texas

Montgomery Gounty Library
Box 579

Conroe, Texas, 77301

Sterling Municipal Library
Public Library Avenue
Baytown, Texas, 77520

Stephenville Public Library
650 West Green Street
Stephenville, Texas, 76401

Member

Library

~\

Multiple-
order forms
typed

White

yellow

staple

togeth

and

forms

d

er

J

r

M.0„ forms j
sorted and
mailed

1

r

Cpo CPC ^

Forms scanned 1
Information
cut, codes
SLdded

\

Adding machine
tape cut for
control
check

j

l

M.O. forms,
a .m. tape ,
instruction
card

Last copy
of each
set

Retained by

member

library

/

To keypunch

CHART Is

Preliminary order
procedures

ERIC

hfliflaffHHaaaa

M.O. forms,
a.m. tape,
instruction
card

—

Detail

M.O. forms,

Detail

cards

-*>

. a.m. tape,

Cards

instruction

punched

( 403 J

Purchase
order regis-

p- !>■

Proofread

t

Errors

ter printed

—

corrected

/

y 1

:

1

Vendor

! Detail

n/a cards

Cards

j

Carbon

O

ERIC

CHART II:

Order procedures

1

!

i

!

CHART Ills

Precataloging

procedures

O

ERIC

CHART IV:

Precataloging procedures if
title previously cataloged
and if extra cards are in
file

I

CHART V:

Precataloging procedures
title previously cataloge
but no extra cards left

ERIC

MO. forms
for books
on order

Search made
for proofshee'
or information
in other sources

If proofsheet
or other
information
found

Proofsheet
cut or work
slip prepared

Yellow

1

Clipped

copy

together and

filed in m.e,

/precat. file

— i -

Filed as
temporary
shelf list

I

See

Chart 7

If nc or
insufficient
information
found

M.O. forms

Filed to await
receipt of
book in m.e./
precat. file

I

CHART VI:

Precataloging procedures if
title not previously
cataloged and classified

CHART VII:

Receiving books

O

ERIC

CHART VIII s

Revision steps by
cataloger

M„0. forms,
cards, work
slips, etc.

r

i f

—

If extra

If cat.

If not cat.

cards are on \

i

previously

previously

hand

but no extra

but work slip

cards

1 now in hand

Card sets
completed

*

Pockets
inserted
in books

t

l

W03

rev:

1 .

Td

<D

1 1

i

supervisor

O

ERIC

M.E. card
pulled; temp
card inserted

T

I

f

Mat typed for
new supply
of cards

~¥-

To

multilithe

New supply
of cards run

4 -

To '\

Typist J

y.

Card sets
completed

Two extra
aards for

i

each title

Pockets and
book cards
prepared

l

M.O. forms,
book cards,
cat. cards
stuffed in pockets

CHART IX:

Taping procedures

Books

CHART X:

Mechanical preparation

)

o

ERIC

To 'j

„ keyp unch ^

New card dup.
with disc,
price & date
of receipt

Z

Old

punched

cards

/To

v member lib.

New

punched
cards

?

Sorted by
library, by
fund, by
author

3

Pink

copy

White

copy

Processed

books

Inserted
in books

Items

checked off

Statistics

recorded

T

X

j Sent by
4 first class
mail

File

\. /

Shipping

1

report

J Yellow

printed

j copy

Books packed
in boxes

/To member li^V

V J

CHART XI s
Shipping